MEDICAL UNIVERSITY OF SOUTH CAROLINA
FINANCE AND ADMINISTRATION
UNIVERSITY PURCHASING CARD PROGRAM
University Purchasing Services
Purchasing Card Web Site Exam
Debbi Hinson, Purchasing Card Administrator

 

Online Purchasing Card Examination
 
"YOU MUST PASS THIS TEST TO BECOME CERTIFIED AND OBTAIN A PURCHASING CARD"

PREREQUISITE TO OBTAINING CERTIFICATION AND PURCHASING CARD:  IF YOU HAVE NOT READ THE MUSC CARDHOLDER MANUAL, PLEASE DO SO NOW.  P-CARD PROGRAM CARDHOLDER MANUAL  REMINDER:  THE MANUAL CONTAINS THE LIST OF NON- RESTRICTIVE AND RESTRICTIVE ITEMS THAT YOU CAN AND CAN NOT PURCHASE USING THIS CARD. PLEASE REVIEW THIS SECTION CAREFULLY. EVERYTHING YOU NEED TO KNOW ABOUT USING YOUR PURCHASING CARD IS IN THE TRAINING MANUAL.  THE P-CARD PROGRAM'S SUCCESS DEPENDS ON APPROPRIATE USE BY CARDHOLDERS.  HAVING A P-CARD REQUIRES YOU TO BE FAMILIAR WITH THE MUSC UNIVERSITY AND STATE RULES OF PROCEDURES REGARDING THE EXPENDITURE OF FUNDS.  REMEMBER THAT CARRYING A P-CARD IS A PRIVILEGE BASED ON TRUST.

Cardholder: A cardholder is an employee of MUSC University who is approved by his/her Department Head/Chairman to use the P-Card to execute purchase transactions on behalf of the University. Employee is defined as any MUSC or affiliated organization employee authorized by a Department Head/Chairman to participate in this program. The cardholder’s name appears on the P-card and is accountable for all charges and payments made with the card. The P-card is a corporate charge card and will not affect the cardholder’s personal credit.

Cardholder Liability: The P-Card is a University credit card, which will not affect the Cardholder's personal credit. However, it is the Cardholder's responsibility to ensure that his/her P-Card is used within the stated guidelines of the University Purchasing Card Policies and Procedures. Failure to comply with these policies and procedures may result in revocation of the P-Card and disciplinary measures against the Cardholder, in accordance with University policies. The University may also hold employees fully responsible for all unauthorized purchases and any other fees associated with those purchases.  It is the responsibility of the Cardholder to maintain control and security for his/her P-Card. All precautions should be used to maintain confidentiality of all information relating to his/her P-Card, such as the Cardholder P-Card number and expiration date. Fraudulent use of the P-Card, and lost or stolen P-Cards must be reported immediately. P-Cards are assigned to individuals. They may not be assigned to multiple users. P-Cards should not be loaned to any other individual. The Cardholder is the only person authorized to use his/her assigned P-Card and is responsible for all transactions.

Split Transactions:   Purchases must not be split to circumvent Procurement Card limits! Multiple transactions to the same vendor on the same day when the combined total of orders exceed the Purchasing Card transaction limit of $2,500 is considered splitting purchases. Whether the intention is deliberate or an oversight, to do so on the same day to the same vendor  resulting in a combined total  which exceeds the Purchasing Card transaction limit of $2,500  is  considered splitting purchases.  This is also a violation of the South Carolina Consolidated Procurement Code and will create audit points against the Purchasing Card Program. Split transaction violations will be addressed according policy and procedure recommended by audit and defined in the Purchasing Card Manual.

Disputes: The Cardholder is responsible for resolving all discrepancies and disputes directly with the vendor.

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CARDHOLDER EXAMINATION FOR CERTIFICATION

APPLICANTS - PLEASE FILL IN THE FOLLOWING INFORMATION IN THE BOX BELOW PRIOR TO TAKING THE EXAMINATION:

PLEASE NOTE:  FOR SECURITY  AND AUDIT PURPOSES, QUESTIONS 2, 3, 6, 7, 13, 16 AND 24 MUST BE ANSWERED CORRECTLY OR YOU AUTOMATICALLY FAIL THIS EXAM EVEN THOUGH YOU MAY HAVE AN OVERALL PASSING SCORE.  QUESTIONS 2, 3, 6, 7 13, 16 AND 24 ARE IN RED.

IMPORTANT:  WITH THE EXCEPTION OF QUESTIONS 2, 3, 6, 7, 13, 16 AND 24 WHICH MUST BE ANSWERED CORRECTLY, YOU ARE ALLOWED TO ONLY MISS  A TOTAL OF 6 QUESTIONS. MAKE SURE YOU DO NOT SKIP ANY QUESTIONS. A SKIPPED QUESTION WILL COUNT AS A WRONG ANSWER.

THIS PURCHASING CARD EXAMINATION CERTIFICATION FORM WILL GO TO THE E-MAILBOX OF THE PURCHASING CARD COORDINATOR.   PLEASE WAIT FOR YOUR TEST RESULTS.  IF YOU PASS, YOU WILL BE CONTACTED BY EMAIL TO COME PICK UP YOUR CARD. GOOD LUCK!

*Complete Name

*Department Name

*E-mail address

*Telephone number where you can be reached

* MUSC Street address and/or P.O. Box

*Physical location where you receive mail
i.e., building name and room number

ANSWER THE FOLLOWING QUESTIONS:

1. When you sign the Cardholder Agreement, the following action may occur if you misuse or abuse your cardholder privileges?
a. Disciplinary action may be taken up to and including dismissal
b. You will be required to reimburse the MUSC department 
c. You may lose your P-Card privileges
d. All of the above are possible

*2*.  In an emergency, you may loan your card or account number to another employee?
a. true
b. false

*3*. When you discover your P-card is lost or stolen, who do you call FIRST?
a. Department Liaison
b. Issuing Bank (BankofAmerica)
c. Ghostbusters
d. MUSC P-Card Administrator

4.  After you’ve made your initial call regarding your lost or stolen P-card , who is the NEXT person to call?
a. Department Liaison and MUSC P-Card Administrator
b. Issuing Bank
c.  Police
d. Department Head or Chairman

5.  When you report a lost or stolen card to Bank of America, what should you say when the bank offers to issue you a new card?
a. Sure, and please increase my transaction limit to $25,000
b. Yes, please send it to my P-Card Administrator
c. Um, may I call you back on that?

*6*.  When leaving MUSC employment, who should you contact regarding your P-card?
 a. Department Liaison
  b. Accounts Payable
  c. What! I can't take the P-card with me?
  d. Department Head/Chairman

*7*. Hooray! You passed your certification and have received your P-card! Now....who can use it?
  a. Department Head/Chairman
  b. Department Liaison
  c. My friend down the hall
  d. Can't fool me - I'm the ONLY one!

8.  To keep my P-card number handy, it is advisable to tape it to my telephone?
a. True
b. False

9.  You have placed an order with a vendor today  when you realize you need to order additional items from the same vendor but the total will exceed the $2,500 transaction limit.  Should you go ahead and use the card again today  and order the additional items from this vendor?
a. Yes, sure, why not, after all, each transaction is under $2,500.
b.  No, definitely not - multiple transactions to a vendor on the same day are considered splitting purchases that will circumvent the South Carolina Consolidated Procurement Code.

10.You need to buy some office supplies.  Which of the following are important items to consider BEFORE making the purchase? 
a. Check State contract pricing
b. Latest Sunday newspaper advertisement
c. Paper products have recycle content
d. Know your single transaction limit

11.  You went to make a purchase and your P-card was declined.  How could this happen?
a. You have exceeded your monthly credit limit
b.You have exceeded your single transaction limit
c.You are trying to purchase from a prohibited vendor (tsk, tsk!)
d.Oops! Did you forget your card was closed?
e. All of the above

12.For each item, select the appropriate category.  (Go ahead and assume that all items are less than your P-card's single transaction limit)
Yes  No
        12a.    Florists are allowable  
        12b.    Books are allowable  
        12c.   Journal/Magazine Subscriptions are allowable
        12d.   Memberships are allowable    
        12e.   Computer Memory is allowable
        12f.   Stamps are allowable
        12g.   Personal Items are allowable
       12h.   Coffee supplies are allowable for the office
        12i.    Furniture is allowable
        12j.    Radioactive Materials are allowable
        12k.   Air travel for non-MUSC Employees is allowable

*13*.   Rats! I bought the wrong toner for our laser printer. When I went to return it, the sales clerk offered to give me cash credit.   What should I do?
  a. Take the money and run  
  b. Ask for store credit instead  
  c. Tell the clerk to put the credit on your personal credit card
 d. Request the credit be applied to your P-card 

14. I  have talked to the vendor representative about a product return to no avail.  What can I do?
a. Ask to speak to the CEO of the company 
b. Contact your department liaison   
c. Fill out a dispute form
d. All of the above

15. We just finished a huge project.  It is time to celebrate.  Can you use your P-card to purchase alcoholic beverages for the party?
a. Sure, why not! 
b. Absolutely not, are you kidding!   

*16*. Which of the following commodity purchases require documentation attached to your P-card document control form?
a. Research supplies 
b. Repairs  
c. Registration
d. Airline tickets for employee travel
e. All of the above   

17.I just moved into a new office and need to order some stuff.   What can I buy with my P-card?
a. Frames for my diplomas  
b. Clock for my desk  
c. Cappuccino Machine
d. Food for a party
e. None of the above  

18.Oh good, that rush order of formaldehyde just came in.  I don't have to worry about. . .?
a. Keeping the packing boxes until I know the product is what I ordered and is usable  
b. Making note of the date the product was received  
c. Forwarding invoice to Accounts Payable for payment
d. Ensure I received packing slip, sales receipt or other approved documentation to attach to the document control form

19.Within what time frame MUST any purchase documentation (example: original receipt or document control form) be turned into your department liaison?
a. 30 days after opening the package  
b. When the department liaison asks for it  
c. When I unearth it from my desk
d. In advance of the billing cut off date, 27th of each month

20. The vendor federal identification number or FEIN needs to be noted on the receipt so the department liaison can process the P-card payment?
True  
False  

21. Alright!  Can I order a book I found on-line?
True  
False  

22.What should I do?  I need to buy something and I am not sure if it is allowable on the P-card
a.  Buy it anyway and see if anyone notices  
b. Buy it and document why I needed it  
c. Check the P-card Manual, Visit the Procurement Website P-card Program web page or
     ask department liaison

23. When placing an order, the vendor should only charge the P-card  once the product has shipped?
True  
False  

*24*.  Cardholders MUST obtain sales slips, register receipts, packing slips or other approved documentation of purchase?
  a. True
 b. False

25. Using your exceptional powers of observation, identify what crucial information is missing from the register receipt below.
a. Date of purchase  
b. Vendor name and address   
c. Complete product description
d. Each item's cost

LISA' S Deals
Telephone: (555) 555-5555
1234 Pleasant Valley Lane
Clarksville, PA 000001


October 10, 1999 18:15

0791065 BTU 10.95
1 @ 10.95
7234944157277 SKU10109                $ 24.89
1(4) Pk @ 24.89
78325A6M30 VICKID7                      $ 19.98
2 @ 9.99

054007167365 MRLW1005                $   89.67
1 @ 89.67

SUBTOTAL                                         $ 145.49

TAX FL 6.750 0.0
TOTAL                                                 $ 145.49

Credit Card 145.49
Auth Code 381092

Change Due OD                                           .00

Fed ID #444444-044

Thank you for shopping with us
Lisa's Deals, Inc.